This guide covers Netvisor's email communication, protective measures, and practices. You will learn how to ensure that messages sent from Netvisor reach recipients securely and how you can utilize email communication safeguards.
As one of the communication channels, we offer our customers the opportunity to deliver materials and receive notifications from Netvisor via email. All communication originating from our service is delivered centrally at feature-specific intervals. For example, we transmit sales invoices from the service every hour. In all the messages we deliver, we use Netvisor's own noreply@netvisor.fi address as the sender address. In communication sent through accounts receivable, such as sales invoices and invoice reminders, we want to offer our customers better customization of the appearance by marking the sender's name as the name of the sending company. Additionally, we offer our customers the option to mark their own address as the reply-to email address (Reply-To) in the accounts receivable settings (Sales > Basic data and settings > Email cover messages > Sender's email address).
In recent years, spam communication via email, repeated identity thefts, and so-called "social engineering" frauds have increased significantly. We want Netvisor to act responsibly in terms of information security and actively improve our services to respond to new threats, for the protection of our customers. For email communication, we use the modern and scalable Amazon Web Services Simple Email Services (AWS SES). With the help of our modern partner, we can ensure that our service scales to growing message volumes and develops to match our customers' usage patterns and the requirements of smooth email communication.
To secure our email communication, we adhere to several security-maintaining standards. With the Sender Policy Framework (SPF), we publish information to receiving email servers about the servers that can deliver emails on behalf of Netvisor. This way, we indicate that only messages sent from our servers in the name of Netvisor should be accepted and delivered. This means that a potentially malicious sender cannot impersonate Netvisor, or in the worst case, our customer. For the same reason, to ensure the true origin of the message, our messages are always delivered with Netvisor's own email address noreply@netvisor.fi. As a second protective measure, we digitally sign our email messages according to the DomainKeys Identified Mail (DKIM) standard. The signature can be verified by any receiving mailbox. The information needed to create the signature is only in our possession – this way, we can ensure that external parties cannot sign their messages in the name of Netvisor. In addition to the above and to support their operation, Netvisor has DMARC records in place, which inform recipients how email communication sent in the name of Netvisor should be handled. Currently, the failure of SPF and DKIM checks leads to the message being directed to the recipient's spam folder, but in the future, we will recommend the direct rejection of messages that fail the checks. These development measures are not concretely visible to the sender or recipient of the messages, but modern email services of the recipients of email communication will surely appreciate them.
Please note that recipients' email services can vary greatly. For this reason, messages may be delivered to one customer but not at all to another. We hope for cooperation both towards the recipients and Netvisor's expert services. Here are a few tips to ensure that your messages are successfully received:
• Please ensure that you are sending emails to a real and correctly spelled address. Please do not send messages to your customers' noreply addresses.
• If the delivery of a sales invoice sent by email to the recipient fails, we send an error message to the sender of the invoice. To send the error message, the company must have its own email address saved as the sending address: Sales > Settings > Invoicing settings > Email cover messages.
• If the recipient experiences difficulties in receiving messages, please ask them to allow messages from noreply@netvisor.fi and list the address among allowed senders.
• Please ensure with the recipient whether they use a separate spam filter for receiving messages. We cannot account for individual filters, so they must be configured to accept messages sent from noreply@netvisor.fi.
• Please ensure with the recipient whether they use a separate relay server for receiving messages, such as Microsoft Exchange. In some cases, the server sends the same message to the actual recipient again, causing the message to be rejected on the recipient's end, as the relay server is not among Netvisor's allowed senders.
• If problems persist with a specific customer and the previous tips do not help, please ask the recipient for the message reference information ("email headers"), any spam filter configurations, and their logs regarding the message rejection, and forward them to Netvisor's expert services at tuki.netvisor@visma.com
Keywords: email communication, Netvisor, SPF, DKIM, DMARC, information security, spam protection, email reception.
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